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Title:
Handbook for the Webmaster, 2019
Date/Date Range:
00/00/2019
Handbook for the Webmaster, 2019
Sigma Kappa
Handbook for the
Webmaster
2019
Sigma Kappa Sorority . Webmaster Handbook .
page 2
FOREWORD
"The purpose of Sigma Kappa Sorority is to provide women lifelong opportunities and
support for social, intellectual, and spiritual development by bringing women together
to positively impact our communities."
Article II, Section 1
Sigma Kappa Sorority Bylaws
This purpose builds on the values of our organization: friendship, loyalty, service and
personal growth, all bound by a promise. National council affirms that Sigma Kappa
collectively can only grow through the prosperity of each individual chapter. Such
prosperity must begin with sound and lasting leadership.
Each chapter officer is provided a handbook designed to give her the information
needed to perform the duties of her office and assist the chapter in achieving the Sigma
Kappa Standards of Excellence. Serving as a collegiate chapter officer exemplifies Sigma
Kappa's purpose and values.
C 2019 Sigma Kappa Sorority
TABLE OF CONTENTS
The Webmaster
4
Resources
4
Advisor to the Collegiate Webmaster
5
Working with Other Officers
The Webmaster's Role in Public Relations
6
The Fundamentals of Public Relations
6
Creating a Positive Image Online
7
Creating and Maintaining a Chapter's Website with the GIN System
8
Where to Begin
8
GIN System Login and Access
8
Website Setup Guide
9
Utilizing Social Media
11
Sigma Kappa Sorority . Webmaster Handbook page 4
THE WEBMASTER
The webmaster is responsible for developing and maintaining a chapter website based
on the guidelines set forth by the Sorority in the Internet and Related Technology Policy,
Panhellenic policies, university policies and any applicable federal, state, and local laws,
especially those governing computer and telecommunication use, privacy and publicity
rights and defamation. The webmaster may be elected or appointed by the chapter. The
webmaster reports to the vice president of communication and operations (VPCO).
In light of these responsibilities, the webmaster must do the following:
Read, comprehend and follow the Brand Style Guide.
Read, comprehend and follow the Handbook for the Webmaster.
Set goals for the chapter website.
Access and watch all training modules associated with the webmaster role
located in SKILLab: Sigma Kappa's Interactive Learning Lab.
Create a chapter website based upon the goals and the specific documents
mentioned above.
Develop a maintenance plan to routinely update the chapter website with current
chapter events and information.
Work closely with the chapter's public relations (PR) chairman to leverage the
website in the chapter's public relations activities. (i.e. include the URL on flyers,
press releases, advertisements, etc.)
Help chapter members understand that their personal online activity also reflects
upon the Sorority and educate members about these policies and laws when
creating personal websites or blogs, using social media and using email.
Resources
The webmaster must have certain resources and materials to properly do the job. They
are as follows:
1. Brand Style Guide, located on the members only side of the Sigma Kappa
website.
2. Handbook for the Webmaster
3. Sigma Kappa Internet and Related Technology Policy, part of the National Policy
Handbook
4. A copy of any campus or Panhellenic internet and related technology policies
Sigma Kappa Sorority Webmaster Handbook
page 5
5. A copy of applicable federal, state and local laws, especially those governing
computer and telecommunication use, privacy and publicity rights and
defamation
6. A list of goals for the office
7. Recommendations from the previous webmaster
8. Officer budget
9. Chapter calendar
10. College/university and fraternity/sorority community calendar of events
11. Names and contact information for:
a. Advisor to the webmaster or advisory board supervisor (ABS)
b. Collegiate public relations coordinator
C. University officials and pertinent faculty and staff members
d. Assigned Sigma Kappa paired alumnae chapter
Advisor to the Webmaster
The advisor to the webmaster provides continuity to the chapter's website development
and maintenance routine. She should be familiar with the website program. She is a
member of the advisory board. Review the module in SKILLab: Sigma Kappa's Interactive
Learning Lab to learn more about developing a relationship with your advisor.
What If You Do Not Have an Advisor?
If you do not have an advisor, there are several other resources to look to for assistance:
Advisory board supervisor (ABS)
Collegiate public relations coordinator
Collegiate coordinator
Contact information for these volunteers is located on the members only side of the
Sigma Kappa website.
Working with Other Officers
The PR chairman, webmaster and the Sigma Kappa Triangle correspondent work directly
with the VPCO by serving as members of her team. It is the responsibility of the VPCO to
support, advise and coordinate the activities of these chairmen.
The following may guide the VPCO in working closely with her team:
Meet regularly to discuss projects, programs and activities of all four offices to
ensure the proper coordination and balance of the programs and activities.
Work closely together and support each other's programs and activities.
Look for ways to collaborate on programs and activities.
Sigma Kappa Sorority Webmaster Handbook page 6
Educate each other on respective responsibilities of each office.
Collaborate on completing reports at the end of each term/semester.
THE WEBMASTER'S ROLE IN PUBLIC
RELATIONS
As the webmaster, you have a significant role in managing the public's perception of
Sigma Kappa. The website conveys the image of your chapter, communicates
information about recruitment, philanthropic projects and other upcoming events,
provides information to parents, potential new members and other stakeholders to learn
more about Sigma Kappa and serves as a communication tool for collegiate members
and alumnae.
When unfamiliar with a company, store, product or organization, where is one of the
first places to look for information? The Internet. The chapter website is a public
relations vehicle and can help positively communicate with all of your publics. A website
can become one of the chapter's most effective public relations tools, if done properly
and maintained on a regular basis. Remember that any member of any one of your
publics might visit the website at any time. Therefore, it is very important that the
website contains positive and relevant information about the chapter at all times.
The Fundamentals of Public Relations
Public relations maintains an organization's relationship with society in a way that most
effectively achieves the organization's goals. Sigma Kappa's publics are the people,
organizations and entities which are associated with the sorority in some way.
Communicating with our publics is a major component of a website. Our publics include:
Sigma Kappa Sorority Webmaster Handbook page 7
Alumnae
Collegians
New members
Potential new members
Parents/family members
Advisors/corporation board members
National officers
Campus faculty/staff
Campus administration
The fraternity/sorority advisor
Panhellenic, IFC, NPHC, MGC, NAPA, NALFO and other councils on campus or in
the community
Other fraternities and sororities
Other student organizations
Unaffiliated students
Neighbors
The community at large
Media
Local businesses
Area high schools
Social and philanthropic organizations
Creating a Positive Image Online
It is important that the chapter website portray a positive image of Sigma Kappa and its
members. Image is the sum total of all the things that are said by and about an
organization combined with all the impressions it creates by its own actions. Visually,
the Sigma Kappa image must be consistent from chapter to chapter. This handbook and
the Sigma Kappa Brand Style Guide give clear direction on the reproduction of the
Sigma Kappa logo, tagline, fonts, colors, and coat-of-arms as a website is created and
maintained.
A Sigma Kappa chapter might create a positive website image by:
Complying with the guidelines set forth in the Sigma Kappa Internet and Related
Technology Policy.
Complying with the Sigma Kappa Brand Style Guide.
Posting only high quality, appropriate pictures of the chapter members, while
reflecting your entire chapter membership.
Sigma Kappa Sorority Webmaster Handbook page 8
Posting pictures and information about the chapter's community, philanthropic,
sisterhood and recruitment activities, including the impact created by such events
and the organizations or individuals who benefited. These may include:
Ultra Violet Campaign
Walk to End Alzheimer's
Service projects, including gerontology work and your Inherit the Earth
project
Non-alcoholic social events with other sororities or fraternities
Chapter sisterhood events
Events and activities that support other organizations or the community
Formals and other positive social events
Founders' Day
Convention and Regional Leadership Conferences (RLC)
Events and initiatives to honor faculty and staff
Other events or activities that portray Sigma Kappa's values
Posting pictures and information about chapter and member achievements,
including:
Academic and professional honors
National Sorority recognition (Standards of Excellence, other awards)
University/Panhellenic honors
Members who are officers in other campus/local organizations
Athletic achievements
Significant community recognition
Posting copies of press releases the chapter has sent out.
Posting copies of articles that mention the chapter, including articles from the
Sigma Kappa Triangle, with express written consent from the editor of these
publications.
CREATING AND MAINTAINING A
WEBSITE WITH THE GIN SYSTEM
The GIN System provides each Sigma Kappa chapter with the opportunity to build and
maintain a chapter website. Nationally approved templates are available for chapters to
Sigma Kappa Sorority Webmaster Handbook page 9
customize. Maintaining an updated website using the approved templates is a
requirement of Standards of Excellence. No other chapter websites should be used, as
the GIN System websites are linked to the Sigma Kappa website.
Where to Begin?
Follow the Sigma Kappa website guidelines. National council has implemented an
Internet and Related Technology Policy to protect the Sorority, our chapters and our
members. This document details the specific guidelines that each chapter website must
meet at all times. While we want the website to express the chapter's individuality and
personality, it should also positively reflect the national organization's standards and
ideals. Therefore, all webmasters must learn the guidelines set forth in the Internet and
Related Technology Policy and strictly adhere to them when creating and maintaining
the chapter's website.
GIN System Login and Access
To edit your website, you first must be an administrator of your chapter's GIN system.
To gain administrator access, email your chapter president, vice president of new
member education (VPNME) or VPCO and request access. These three officers are given
administrator access and can grant it to you as well. Once you have administrator
access, you will have the ability to update other chapter members' access levels as well.
The GIN System has three levels of member access:
Administrators: No more than five chapter officers should be given administrator
access. The chapter president, VPNME and VPCO are given access automatically
with their positions. The webmaster and PR chairman should also be granted
administrator access.
Officers: This level of access will allow members of your chapter to send out
emails and text messages, upload files, post events to the chapter calendar,
manage the point system and more. Grant officer access to those members of
your chapter who will need to perform these duties.
Member: All other members of the chapter will have the ability to view content
via the GIN system. Member login information is the same as their login for the
members only side of the Sigma Kappa website. If they do not have login
information, members should click the "claim account" button on the member
login page of the Sigma Kappa website.
After securing administrator permissions, log into the GIN system through your chapter
website using your Sigma Kappa username and password. On the left side you will see a
section marked ADMINISTRATORS. Click on this to select the "Manage External Website"
feature. This will bring you to the back end of your external website.
Website Setup Guide
Sigma Kappa Sorority Webmaster Handbook page 10
Upon first entrance to the back end of your website, you will see the steps to setting up
your website. You can come back to this page at any time by selecting the Website
Training link in the top right hand corner. Below, these steps to setting up and
maintaining your website are expanded upon and will help you populate your website.
Contact the GIN staff if you have questions.
1. Select Website Design
You can change your design at any time, as often as you would like. All available designs
have been branded and approved by Sigma Kappa. Upon switching designs, all of your
content, photos and officer information will transfer automatically. You may notice that
when you switch between the different designs you might need to crop some of your
slideshow images to fit that specific template.
2. Edit Welcome Message
Sigma Kappa has provided you with a default welcome message so that your website is
never empty. We encourage you to update this message to be specific to your chapter
as it is most likely the first item a visitor to your website will read.
3. Add Photos
We encourage you to add photos to the homepage slideshow, interior page slideshow
and the homepage photo (if the design you are working with has one). The photo editor
allows you to crop, add filters, frames and stickers (for recruitment purposes) when
uploading your photos. Until your chapter's pictures are added, the photos shown are
default pictures provided by Sigma Kappa.
4. Create Chapter Scrapbook Albums
You have an unlimited number of scrapbook albums you can add. We encourage you to
add albums of events such as service projects, recruitment, Founders' Day,
alumnae/collegiate events, etc. The scrapbook albums are a great place for parents,
alumnae and potential new members to see the great things your chapter is doing.
5. Add Social Media Links
The chapter website is designed to show the most frequently used social media icons on
the front end of your website. If your chapter does not use one of the social media
outlets offered through GIN, simply leave that option blank and the icon will not appear
on the front end of your website. You are encouraged to create additional social media
accounts for your chapter if you are not already using the options available.
6. Select to Display Chapter News or Twitter
Selecting Twitter will show your group's Twitter feed on the left side of the website
homepage. By selecting Chapter News, you will be prompted to fill out your local news
manually, including a subject and description of the exciting news.
Sigma Kappa Sorority Webmaster Handbook page 11
7. Update Footer Information
Update the mailing address and chapter email address in the footer information section
to allow potential new members and other publics to quickly view where they can
contact the chapter with questions and comments.
8. Add Officers to the Officers Page
Bio pages are easy to update with an officer name, position, bio, photos and
customizable fields. There is no limit to the amount of custom fields you may add for
each officer. The Officers Page is a great space to display any headshots or composite
pictures of your chapter officers. You can also choose between the three different bio
page layouts.
9. Update the Contact Page
Updating your contact information is important for outside members or potential
members SO they have the most up to date information for your chapter.
10. Add Recruitment Content
Adding recruitment content is important for your collegiate chapter, as many potential
new members and parents visit chapter websites before signing up for or attending
recruitment events. It is important to display current recruitment dates, locations,
recommended attire, and descriptions of the events to reduce concerns potential new
members or their parents may have.
11. Add Music, Forms and Fundraising links
You have the capability to upload music to your chapter website as well as embed forms
for philanthropy events, for potential new members to fill out to indicate their interest in
the chapter or for other purposes. If you are fundraising for an upcoming event, you can
easily embed the link onto your chapter website.
12. Add Pages
The navigation that has been provided to you is the minimum requirement from Sigma
Kappa. You can add as many additional pages and subheadings as you wish. If you are
hosting a specific event or want to add another officers page for your chapter, feel free!
You are encouraged to make these sites as specific to your chapter as possible.
You will notice that some pages are partially-locked and some are fully locked. A
partially-locked page means the top portion of the page cannot be edited because the
information has been provided Sigma Kappa national headquarters staff. A locked page
means that the information cannot be edited, nor can you add additional information.
This information has also been provided by Sigma Kappa national headquarters staff
and cannot be altered.
Sigma Kappa Sorority Webmaster Handbook page 12
The CPRCs will conduct regular website audits and share feedback regarding necessary
edits or suggestions with the webmaster, VPCO, PR chairman and their advisors.
Sigma Kappa Sorority . Webmaster Handbook .
page 13
UTILIZING SOCIAL MEDIA
Standards of Excellence challenges each chapter to utilize social media in addition to the
chapter website. Social media plays an important role in sharing information!
Work with the PR chairman and the VPCO on managing the chapter's social media
accounts.
When posting to social media, think about your entire audience. Many of your followers
are probably chapter members or members of Sigma Kappa, but other fraternities and
sororities, potential members, alumnae and campus officials may also be following your
chapter. Chapters must follow the Internet and Related Technology Policy outlined in
the National Policy Handbook as well as any technology policies outlined in the chapter
Code of Conduct.
Here is a brief overview of some frequently used social media tools:
Facebook
Facebook is widely used among collegiate and alumnae members. It provides the
opportunity to share information through fan pages and to create events to promote
upcoming chapter functions. Facebook does not restrict the number of words or
characters used, so if you have a longer message to share, this can be a great outlet.
If you are active on other outlets, it can be quite easy to find that social media's app
within Facebook, such as Twitter. The Twitter app in particular will allow you to
automatically push your tweets directly to your Facebook profile. (You can also do this
with Instagram.) For You uTube videos, you can paste a link in a post and have a picture
preview, making it clear as to what you are linking to. In the end, it can be quite simple
to promote your social media all in one place on Facebook.
Instagram
Instagram is one of the most visible platforms to any non-members or potential new
members to gain insight on your chapter and the Sigma Kappa member experience.
Instagram is a quick and fun way to share your chapter with friends, family, potential
members, inter-fraternal friends and campus partners through pictures and videos.
Instagram is a great tool to aide in building your chapter brand and identity.
Twitter
Twitter is an online social networking service that enables users to send and read short
280-character messages called tweets. This type of platform is particularly useful for
quick updates, announcements and shout outs. Including short links with tweets will get
Sigma Kappa Sorority Webmaster Handbook page 14
your followers quickly to where they need to go. Twitter also gives you the opportunity
to quickly and easily interact with your publics by retweeting them or responding to
their tweets.
You Tube
YouTube is a video sharing website. Using video is a great marketing tool. It may be
helpful to include links to your other outlets in the description boxes of your videos, or
even within the video itself, so people who want to follow you and keep up-to-date of
your new video releases can do SO.
Not recommended
These platforms are not very productive social media channels and have a low ROI. It is
not recommended for your chapter to utilize these platforms as they were created for
more individual use.
Snapchat - we have seen chapters utilize Snapchat positively by using filters to
publicize chapter events.
Tumblr
VSCO
Posting Do's and Don'ts
Through these and other various social media platforms, chapter members have the
opportunity to represent themselves, the chapter and the national organization in a
positive, uplifting light - or in a negative one. It is important to remember that you are
what you post, so be sure to post only positive things and nothing that includes
underage drinking, drinking to excess, drug use, explicit language or references to sex.
Additionally, be sure to never post any degrading commentary about any individual,
organization or group, including Sigma Kappa.
As webmaster, take the opportunity to help educate your chapter on what is and is not
appropriate to post on social media, in collaboration with the PR chairman and the
VPCO. Some things are easily overlooked, and it is important that chapter members
understand how to best portray themselves. If your chapter members are having trouble
understanding what they should and should not post on their individual accounts,
present the "Should I Post This on Social Media?" flowchart to your chapter. This can be
found in the webmaster annual supplies on the members only side of the Sigma Kappa
website.
Remember that, in addition to upholding the values and image of the sorority and your
sisters, you are also doing yourself a favor by monitoring what you post on social media.
In 2017, CareerBuilder.com listed that 70% of employers screen a candidate's social
media accounts before hiring them. So remember, think before you post!
Sigma Kappa Sorority Webmaster Handbook
page 15
Guidelines for Communication During Risk Management Situations
Members are not permitted to talk to the media regarding a crisis situation or
risk management violation related to Sigma Kappa, as the national organization
needs to manage the message coming from the organization to ensure
alignment with local and national laws, wishes of family and coordination with
law enforcement and/or university leadership.
Posting on social media or the chapter's website is considered a public statement
that can be used by the media. Therefore, members are instructed not to post
on personal or chapter social media pages about the situation, regardless of
whether the page is set to public or private settings.
Members are instructed to wait until the national organization makes a
statement, then they can share that statement from the national organization's
social media accounts, citing that it's coming from the national organization.
This helps prevent the spread of information from unconfirmed sources.
The national organization has a strict process in place that allows time for staff to
gather factual information, assess the situation, and determine the best
response.
Chapter officers and members are not authorized or permitted to sign, act, or
speak on behalf of the national organization.
Members should reach out to an advisor, a member of the collegiate services
team, or someone from the communication team with questions or concerns.
Policy prohibits us from sharing Go Fund Me information, since it is not possible
for us to conduct the due diligence necessary to ensure a fraudulent site is not
being supported.
Donating a gift to the Sigma Kappa Foundation is an option and allows someone
to honor a loved one's memory by specifying the intent of the funds.
Sigma Kappa Sorority Webmaster Handbook page 16
SIGMA
KAPPA
Live with Heart
695 Pro-Med Lane, Ste 300
Carmel, IN 46032-5323
317-872-3275
f: 317-872-0716
e: info@sigmakappa.org
www.sigmakappa.org
Sigma Kappa Sorority Webmaster Handbook
.
page 17